Step-by-step instructions on how to import usage data from distributors, including considerations such as Microsoft NCE and the other nuances, to the Synthesize platform.
Synthesize Billing makes it easy to import usage from distributors with just three data fields - account name, service name, and quantity. This information is readily available within subscription exports from your distributor, so there's no need to wait until the following month for reconciliation. And even if your vendor bills in arrears, no problem! Synthesize Billing can import that usage on demand.
Why Import Distributor Usage into Synthesize Billing?
Have Greater Control
So, why is it important to import usage and have greater control over your resale stack? There are a few reasons. First, even if you have existing integrations with your distributor and PSA, mistakes can happen. Over-provisioning or under-provisioning of licenses can occur, and you might not notice these changes until it's too late. With Synthesize Billing, you have greater visibility into your usage and can catch these issues early on.
Get Paid for Everything You Do
Given that your distributor is probably your biggest spend account, it's crucial not to miss any revenue opportunities and have confidence in your invoice accuracy. By importing usage data into Synthesize Billing, you can guarantee that you're being compensated for every service offering.
Support Your Need for Flexibility
Importing usage data into Synthesize Billing is a hassle-free and effective approach to gain better control over your resale stack. You can import usage data whenever you want and stay informed of any modifications or inconsistencies effortlessly. What's more, our platform is highly flexible and adaptable, making it possible to tailor it to your specific billing needs. With Synthesize Billing, you can manage your billing processes with ease and efficiency.
Configure Once, Use Forever
After configuring your initial CSV import profile, all mappings are retained and saved. These profiles serve as templates, enabling you to re-select those import profiles each billing period without when importing usage from a specific vendor or distributor. Think of it as your own import integration.
1. Does Synthesize Billing Support Microsoft NCE?
As a Direct CSP or Indirect CSP reseller, it is important to ensure billing accuracy and review any discrepancies. When importing Microsoft NCE usage data from your distributor, there are three commitment terms available: Annual, Annual Paid Monthly, and Monthly.
It can be challenging to differentiate between commitment terms as Microsoft only provides a product ID or plan identifier that is not unique to each commitment term.
In Synthesize Billing, there are two different approaches to address commitment terms.
1.1 Commitment Terms are added to Product Description or Product ID
Depending on the distributor or usage report, your distributor might add or suffix the commitment term to the product ID or product description in the usage report. By doing this, you can easily link the Service Name data field with the corresponding product or service in your PSA while setting up the CSV Import Profile.
Our platform is optimized for one-to-one service mapping, which is why we recommend this approach. However, if your distributor does not provide this data, you can still use many-to-one service mapping to accommodate Microsoft NCE commitment terms.
1.2 Many-to-one Service Mapping
You can map multiple services to a single service offering. This is a great alternative solution to meet Microsoft NCE commitment requirements. By utilizing the product catalog in your PSA, you can easily map each individual product or service to a specific service in your import file.
2. Prorated Transactions
Currently, Synthesize Billing can't automatically allocate prorated transactions from your distributor billing export. Usually, your distributor will provide a report on a scheduled basis or you can manually download the billing export on-demand. These exports can be quite comprehensive, and displays all prorated credits and transactions in detail. While Synthesize Billing can aggregate quantities based on the service name, it doesn't support automatic prorated transactions.
How To Import Service Usage From Your Distributors
If you prefer a more hands-on approach to learning, tune in to Bryan Chapman, Partner Success Manager, as he delves into the details of distributor imports below:
Step-by-Step Detailed Instructions
1. Export Usage from Distributor
What usage report should you use? We recommend exporting an on-demand subscription usage report instead of a billing export that is delayed or billed in arrears. This will allow you to import up-to-date usage data as of today and ensure accurate counts. If you require assistance in obtaining a usage report, you can reach out to your distributor or refer to their documentation for further guidance.
Note Standard Comma Separated Values (.CSV) file types are supported.
If you require assistance in obtaining an export, we suggest sending a request to your distributor's support team or referring to their documentation for guidance.
Climb Channel Solutions
Dicker Data Limited
Don't see your distributor? Contact us
2. Create a CSV Import Profile
- Login to Synthesize
- Click Imports
- Create a New Import Profile
- Enter an Import Profile Name and choose a Vendor or Distributor Source.
- Determine if your CSV file should have its records aggregated by selecting the Aggregation option
- Drag & drop or click to Browse Files and select your CSV import file.
Note The Vendor or Distributor Source serves as an association. When creating an import profile, each service mapped in it will be associated or tagged with the selected source during this step. Vendor associations or tags are used to filter on the billing page.
3. Confirm Header Row & Columns
3.1 Confirm Header Row
To map the necessary Synthesize fields to your import file, it is important to select the appropriate header row which corresponds to the fields. Since vendor usage reports can have varying formats, this step is crucial in ensuring that the correct header row is chosen.
3.2 Match Columns
Drag and drop each of the required fields on the left to the corresponding fields on the right. Once all required fields are matched, you can continue.
Remember The field labeled Service Name can be linked to any service or unique identifier header in the import file. For instance, when importing device counts from your RMM, you may map Service Name to Device Type or a Custom Property.
Alternatively, you could map Service Name to a Product ID or Product Description from vendor usage reports. The crucial factor is ensuring that the unique identifier remains consistent throughout all rows, as this will allow us to accurately map services from your PSA in subsequent steps. Furthermore, if you’ve enabled aggregate service quantities in the previous step, this will be the unique identifier in which quantities are aggregated by.
3.3 Review & Edit Imported Data
At this stage, you will review and identify any errors we've detected, such as blank cells, incorrect decimal formats, zero quantities, and negative values. You can make corrections to these issues using in-line text edits. You may select individual rows to disregard or click Next to disregard all error rows.
Note If you selected to aggregate quantities, it has been noted but is not visible at this review stage.
4. Account Mapping
To begin a partial search, click on the filter icon located on the right side and then proceed to map the Synthesize Accounts (PSA Accounts). You can do this by simply dragging and dropping them from the left to the import file accounts on the right. We will attempt to auto-match accounts if there is an exact match, however, it's recommended that you review the mappings to ensure their accuracy. Keep in mind that if needed, you have the option to skip account and service mappings.
5. Service Mapping
Drag and drop the service from your PSA from the left to the import file services on the right. to do this, click on the filter icon located on the right side to partially search your product catalogue in your PSA. Then proceed to map the services from the left to the import file on the right.
5.1 Many-to-one Service Mapping
Many-to-one service mappings are supported help accommodate Microsoft NCE commitment terms by mapping multiple services from your PSA to a single service in your import file.
If you have inconsistencies with your product catalogue or need to reconcile other services from the quantities imported for a particular service, you can use many-to-one service mappings by disabling the Hide Mapped toggle.
Before beginning to synchronize information into Synthesize, you will need to complete this final review. Once you are ready, click on the Finish button and wait for a few seconds before the page redirects you to the billing page. On this page, you can review and approve any updates that are available.
Synthesize does not automatically update your PSA upon import. Our platform only writes back to your PSA contracts or agreements once the updates have been approved by you, giving you full control.
7. Approve Contract Changes!
You’re now set to audit, review, and approve updates and allocate any New Found Revenue opportunities that may have been found to pre-existing contracts or agreements within your PSA. Once you approve updates, Synthesize will write them back to your PSA contracts or agreements, providing you with complete authority and oversight over your services!